Pre-Letting Gec Master Contract Program Work Orders

DISTRICT PROCESS INSTRUCTIONS

PRE-LETTING GEC MASTER CONTRACT PROGRAM WORK ORDERS

Program Overview

This GEC Master Contract Program supports the Department’s needs for preconstruction design bid build project activities and services. There are twelve Master Contract GEC consultants, and their Master Contracts define the general terms and conditions under which preconstruction services will be conducted. As specific needs are identified, Work Order Contracts will be executed to clearly define tasks, schedules, deliverables, staffing, and costs necessary to deliver the specific project tasks.

The Program is administered and managed by Chris Roy, Assistant Division Director – Engineering Services Division. Work Order Contracts related to specific projects, will be administered and managed by MnDOT’s Office of Project Management and Technical Support in close coordination with other districts and offices within MnDOT. Work Order costs need to be in between $100,000 and $1,000,000. A Work Order should not exceed $1,000,000 inclusive of all amendments. In conjunction with the Departments WIG 2.0 effort, Disadvantaged Business Enterprises (DBE's), Targeted Group Businesses (TGB's) and Veteran Owned Businesses (VET) and any other certified small business should be a measurable component of each Work Order when appropriate. Whenever possible, MnDOT strongly encourages the use of certified DBEs, TGBs and VETs .

What type of work can this Program be used for?

Project Development. This includes, but is not limited to:

·  Bridge Specifications and Design Criteria

·  Bridge Plans

·  Bridge Visual Quality

·  Road Design

·  Geometric Layouts

·  Noise Analysis

·  Environmental Documentation

·  Soils Survey and Letter

·  Pavement Type Selection

·  Soils Review and Approval

·  Foundation Recommendations

·  Public Involvement Meeting

·  Traffic Engineering and Forecasting

·  Surveying

·  Utility Coordination

·  Preliminary/Final Hydraulics Design

·  Right-of-Way

·  Scoping

·  MnDOT Project Management Staff Development

·  Special Project Documents

·  Economic Analysis

·  Permits

·  Agreements

·  Alternative Procurement Methodologies

·  Visualization, 3D Design and 4D Scheduling

·  P6 Scheduling

·  Risk Analysis

·  Project Cost Estimating (including conceptual and contractor style estimates)

·  Other project development tasks

GEC Master Contract Consultants:

Alliant

HDR Engineering Inc.

HNTB Corporation

Kimley Horn and Associaties

Parsons Brinckerhoff/ WSP

Parsons Transporation

Short Elliott Hendrickson, Inc.

SRF Consulting Group, Inc.

Stantec Consutling Group Inc.

Stonebrooke Engineering, Inc.

Toltz, King, Duvall, Anderson and Associates, Inc.

UTC

When should I use this Program?

This Program is beneficial when MnDOT must act quickly to meet time, resource, or planning constraints. It is appropriate for time-sensitive situations where a letting cannot be met and we do not have the time to procure a consultant with an existing method.

For projects that fit under MnDOT’s Pre-Qualification Program, you should utilize all levels (Direct Select, Letter of Interest (LOI) and LOI/RFP) whenever possible. For projects that are over $100K, this GEC Program provides a significant time savings benefit (see below). However, for contracts under $100K, the GEC Program provides little time savings compared to the Pre-Qualification Program.

District Process Instructions:

1.  Email Chris Roy to propose the anticipated Work Order (copy Kelly Arneson). Email must contain:

·  GEC Pre-Letting Selection Form found at: http://dotapp7.dot.state.mn.us/edms/UrlSearch?folderid=525083&columns=docnumber,docname,abstract&columnheaders=Doc%20Number,Title,Description

·  Draft scope of work (if available)

Chris Roy and/or Kelly Arneson will email you:

·  Reviewed GEC Pre-Letting Selection Form with team recommendations

Email the final team selection back to Chris Roy and Kelly Arneson along with anticipated sub-consultants. Kelly Arneson will email a Work Order Contract Number if approved.

2.  If TTAA applies, complete in-house estimate Privatization Form and email to Kelly Arneson. If you need assistance with the in-house estimating form, contact Lynn Poirier. Follow the TTAA process and guidance:

http://www.dot.state.mn.us/consult/training.html

3.  Conduct negotiations with the assigned GEC consultant and finalize the scope of work, including the tasks, schedule, deliverables/due dates, and team.

4.  Complete the Fixed Fee Rate Worksheet and then email it to Chris Roy and Kelly Arneson for approval. They will email you back with the approval. Use only the approved Fixed Fee Rate when negotiating cost with the consultant.

5.  After approval of the fixed fee, negotiate and finalize the budget (note, you can contact Kelly Arneson for Pre-Award Audit/company information). The vast majority of the Work Orders will be Cost Plus Fixed Fee format so be sure the consultant provides a complete breakdown for labor (i.e. personnel/hours/rates, per task), with the Overhead Rate and Fixed Fee applied to the total labor costs, expenses (units/rate, and be sure to follow current travel regulations for travel expenses) and subcontractor costs, (with labor and expenses broken down similarly to the Contractor’s) – note, while a broken down subcontractor budget is always welcomed, it is required if the subcontractor’s costs exceed $10,000.

6.  Complete the GEC Requisition Form.

7.  Email the following to Melissa Brand (copy Kelly Arneson):

·  GEC Requisition Form

·  Final Scope

·  Final Budget

Kelly Arneson will complete and execute the Certification Form and Work Order Contract. Kelly will also send final consultant budget to finance to process the B estimate for TTAA applicable contracts.

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